Colorado Mountain College Purchasing Guide for CMC Personnel

Purchasing Department "I need to buy something, now what?"

Office Supplies

Central Stores -- After decentralizing a majority of the Central Stores operation, we still carry approximately 150 items. All forms, logo items, and a few miscellaneous items are still purchased through Central Stores. There is one person at each site with access to the Central Stores computer ordering system. All others should call the Purchasing Clerk at x8400.

Corporate Express -- The decentralization put all sites online with CMC's contract pricing through Corporate Express. All catalog items can be ordered online at discounted rates. Corporate Express guarantees overnight delivery for orders placed by 3:00 for all sites except Leadville, Buena Vista, Salida, Steamboat Springs, and Rifle. These sites are serviced with 2-day UPS deliveries. There is one person at each site with access to this Internet ordering.

Limited Purchase Order/Disbursement Voucher (LPO)

When to Use:
Services/Merchandise under $500 including shipping
Petty Cash Reimbursement
Prepay -- should only be necessary for speakers, registration fees, airline tickets, etc. Please do not prepay for merchandise without first speaking to the Purchasing Manager.
Travel Advance
Postage

How to Use:
Fill out entire form
Multiple account numbers can be used
Fax/mail/deliver white copy to vendor
Once item(s) is/are received, attach approved invoice to yellow copy and forward to Accounts Payable for payment.
Distribution:
White to vendor
Yellow to Accounts Payable with invoice
Pink to site records
Goldenrod to Purchasing

How NOT to Use the LPO:
Orders over $500
Splitting one order onto multiple LPOs or issuing multiple LPOs to the same vendor within a short period of time
To purchase Capital Equipment
For consulting services
For maintenance agreements
To set up an Open Purchase Order (this must be done using a POR)

Purchase Order Requisition (POR)

When to Use:
Merchandise/Services at any dollar amount, but specifically for order over $500
For ease of tracking
To set up Open Purchase Orders
For payment of maintenance agreements

How to Use:
Fill out entire form
Make sure object code matches purchase
Sites/Departments are responsible for entering into computer for transfer to the Purchasing Department
Deadline: 10:00 am every Wednesday
Distribution
White - Purchasing
Yellow - Site files to be matched to PO

CMC Bidding Requirements

$250 - $4000 or $5000 for construction - Receipt of at least three (3) responsible verbal, fax, or written quotes. This can be performed at the site, but for orders over $500, paperwork should be forwarded with the POR to the Purchasing Department.

$4000 or $5000 for construction and up - Written bid or proposal from at least three (3) responsible vendors. At this level, bidding should be done through the Purchasing Department.

Basic Definitions:
Invitations to Bid - For acquisition of a known product or specific service. Price is the main consideration in evaluation.
Requests for Proposals (RFP) - When product and/or service is minimally defined by CMC. Price, while a consideration, is usually not the main reason for award. Qualifications are weighted heavily.
Requests for Information (RFI) - For informational purposes only (pricing is typically not attained). When a product and/or service is extremely ambiguous and CMC wants a "survey" of what the market is offering.

Purchasing Department "I need to buy something, now what?"
	Office Supplies Central Stores -- After decentralizing a majority of the Central Stores operation, we still carry approximately 150 items. All forms, logo items, and a few miscellaneous items are still purchased through Central Stores. There is one person at each site with access to the Central Stores computer ordering system. All others should call the Purchasing Clerk at x8400. Corporate Express -- The decentralization put all sites online with CMC's contract pricing through Corporate Express. All catalog items can be ordered online at discounted rates. Corporate Express guarantees overnight delivery for orders placed by 3:00 for all sites except Leadville, Buena Vista, Salida, Steamboat Springs, and Rifle. These sites are serviced with 2-day UPS deliveries. There is one person at each site with access to this Internet ordering. Limited Purchase Order/Disbursement Voucher (LPO) When to Use: Services/Merchandise under $500 including shipping Petty Cash Reimbursement Prepay -- should only be necessary for speakers, registration fees, airline tickets, etc. Please do not prepay for merchandise without first speaking to the Purchasing Manager. Travel Advance Postage How to Use: Fill out entire form Multiple account numbers can be used Fax/mail/deliver white copy to vendor Once item(s) is/are received, attach approved invoice to yellow copy and forward to Accounts Payable for payment. Distribution: White to vendor Yellow to Accounts Payable with invoice Pink to site records Goldenrod to Purchasing How NOT to Use the LPO: Orders over $500 Splitting one order onto multiple LPOs or issuing multiple LPOs to the same vendor within a short period of time To purchase Capital Equipment For consulting services For maintenance agreements To set up an Open Purchase Order (this must be done using a POR) Purchase Order Requisition (POR) When to Use: Merchandise/Services at any dollar amount, but specifically for order over $500 For ease of tracking To set up Open Purchase Orders For payment of maintenance agreements How to Use: Fill out entire form Make sure object code matches purchase Sites/Departments are responsible for entering into computer for transfer to the Purchasing Department Deadline: 10:00 am every Wednesday Distribution White - Purchasing Yellow - Site files to be matched to PO CMC Bidding Requirements $250 - $4000 or $5000 for construction - Receipt of at least three (3) responsible verbal, fax, or written quotes. This can be performed at the site, but for orders over $500, paperwork should be forwarded with the POR to the Purchasing Department. $4000 or $5000 for construction and up - Written bid or proposal from at least three (3) responsible vendors. At this level, bidding should be done through the Purchasing Department. Basic Definitions: Invitations to Bid - For acquisition of a known product or specific service. Price is the main consideration in evaluation. Requests for Proposals (RFP) - When product and/or service is minimally defined by CMC. Price, while a consideration, is usually not the main reason for award. Qualifications are weighted heavily. Requests for Information (RFI) - For informational purposes only (pricing is typically not attained). When a product and/or service is extremely ambiguous and CMC wants a "survey" of what the market is offering.